SEASON 2018-2019 EVENT DOCUMENT PACKETS ALPINE PREPARATION & SUBMITTAL OF FIS RACE RESULT XML FILE & EVENT DOCUMENT PACKETS A. ELECTRONIC SUBMITTAL OF RACE RESULT XML FILE: 1. FIS WILL NOT MANUALLY INPUT RACE RESULTS, so the Official Results/Penalty in XML format must be submitted to the following addresses: alpineresults@fisski.ch (Note this address is for the XML file not the PDF file.) alpineresults@usskiandsnowboard.org (Note this address is for the XML file not the PDF file.) 2. Within minutes, both auto-score systems will acknowledge receipt of XML file and will note problems, if any. B. FIS EVENT DOCUMENTS / ONLINE TDTR & TD REPORTS The following documents must also be submitted electronically; paper copies will not be accepted. 1. Timing & Data Technical Report (TDTR) in XML format; may be filed multiple times until accuracy acknowledged but MUST be filed prior to filing online TD Report 2. Technical Delegate Report; transmission and FIS acceptance of race result and TDTR XML files is required prior to filing an online Technical Delegate Report. Acceptance of the online Technical Delegate Report locks the event file. 3. Results without TDTR and TD Reports will no longer be included in the FIS Points List. C. ADDITIONAL FIS EVENT DOCUMENT PACKET REQUIREMENTS: Online filing of Timing & Data Technical Report and Technical Delegate Report has reduced additional FIS Event document packet requirements. The National Office is the repository of all other documents, e.g. Programs, Team Captains Meeting Minutes, Jury Minutes w/o Protest. If the following documents are generated, they are the only additional documents that must be submitted to FIS: 1. Supplementary Report by the Technical Delegate (This is not the same as the FIS Additional Report of the Technical Delegate which is used to request rehomologation and is sent to U.S. Ski & Snowboard Competition Services compservices@usskiandsnowboard.org) 2. FIS Notice of Injury (ISS) copy of online report for minor injuries 3. TD Accident Form for injuries that meet Guidelines for Serious Accidents ; If a serious accident occurs as outlined in Guidelines for Serious Accidents, immediately contact U.S. Ski & Snowboard Competition Services and follow their instructions. Refrain from referring to accidents via email or social media. If required, this form is submitted in addition to American Specialty Report. 4. Jury Minutes related to protests and/or sanctions, signed with record of votes. Refer to Miscellaneous Submittal Requirements for disposition of protest fees and on-site monetary sanctions. NOTE: Start & Finish Referees are listed as Jury members only for World Championships and Olympic Winter Games; they do not vote in other levels of competition! D. PREPARATION FOR EVENT DOCUMENT PACKETS: 1. Scan all documents 2. Save as PDF 3. Compile PDF documents in sequential order and save as a PDF booklet using the nation + FIS-assigned codex as booklet name with indication of contents (e.g. USA1234 FULL) E. FIS ONLINE SUBMITTAL PROCEDURES: 1. Access individual PDF files and select only the additional FIS-required documents 2. Compile PDF documents and save as a PDF booklet using the nation + FIS-assigned codex as booklet name with indication of contents (e.g. USA1234 FIS) 3. Using the nation + FIS-assigned codex as email subject (e.g. USA1234), attach individual race file booklets and send to FIS Office alpine@fisski.com. (Tatjana Lüssy, luessy@fisski.com, is copied for all Continental Cup and World Cup events.) 4. CC: assigned Technical Delegate 5. FIS Notice of Injury (ISS) may also be faxed to +41 33 244 61 71 or emailed to fisiss@nih.no 1 18-19
F. U.S. SKI & SNOWBOARD S COPY OF FIS EVENT DOCUMENT PACKETS: (Refer to Distribution of Documents FIS Event in Master Packet of Forms.) Following document packet must be electronically submitted to U.S. Ski & Snowboard. 1. Report(s) of the Technical Delegate copy of online report 2. Timing & Data Technical Report (TDTR) PDF copy of online report; one per race per/gender, signed by Technical Delegate and Chief of Timing. If a replacement time (EET) is calculated, the calculation must be included in the submitted packet. 3. Program and Team Captains Meeting Minutes signed by the Race Administrator. If more than one set, place in chronological order. Retain original Attendance List in the Organizer s file. 4. In chronological order Minutes of Jury Decisions (Without Protest); with records of votes/signatures of actual Jury members. 5. In chronological order Protests attached to Minutes of Jury Decisions (Protests); with records of votes/signatures of actual Jury members. 6. TD Accident Report Form(s) refrain from referring to accidents via email or social media. a. American Specialty Insurance Report (ASI) for all injured participants regardless of national federation affiliation. Report can be filed online (preferred method) at americanspecialty.com/usskiandsnowboard_cov/ under Important Links: Online Incident Reporting or the form provided in the Master Packet of forms can be completed and sent to Jeff Weinman (compervices@usskiandsnowboard.org. Copies of the report online or printed must be made available for required, limited distribution. DO NOT SEND FIS A COPY OF ASI REPORT! b. FIS Notice of Injury (ISS) copy of online report for minor injuries (Serious Accidents require filing of both FIS forms.) c. TD Accident Form for injuries that meet Guidelines for Serious Accidents 7. Volunteer Competition Worker Registration forms** 8. FIS Athlete Declarations for Forerunners who are not FIS inscribed. *NOTE: If any event changes occur, the information must be sent immediately to U.S. Ski & Snowboard at compservices@usskiandsnowboard.org so the changes can be made to the calendar and the results will process. Venue changes require execution of a new schedule agreement and must be done before the race for it to be valid. Under no circumstances should Race Code numbers be changed without specific approval by U.S. Ski & Snowboard Competition Services Office. **Volunteer Race Worker Registration forms may either be scanned/saved in PDF format and included in electronic U.S. Ski & Snowboard Event Document Packets or mailed to Competition Services. G. U.S. SKI & SNOWBOARD ONLINE SUBMITTAL PROCEDURES: 1. Access individual PDF files and select only the above documents 2. Compile and save as a PDF booklet using the transmittal number assigned by U.S. Ski & Snowboard as booklet name (e.g. F1234) 3. Use the transmittal number assigned by U.S. Ski & Snowboard as email subject (e.g. F1234), attach individual race file booklets and email to: resultpackets@usskiandsnowboard.org USA FIS TD Commissioner has access to this location; additional packet is not required. H. PAPER COPY SUBMITTAL FOR EVENTS SCORED FOR BOTH FIS & U.S. SKI & SNOWBOARD POINTS: If scan/pdf/electronic submittal to U.S. Ski & Snowboard is not an option, submit the required paper copy documents to U.S. Ski & Snowboard s Competition Services. (All documents must be single-sided on white paper with no staples.) I. HEAD TAX DOCUMENTS & FEES: U.S. Ski & Snowboard - after automatically deducting athletes for whom Head Tax is not required (U.S. Ski Team Members, etc.) from the total number of starts - will calculate the amount of Head Tax due and provide a detailed account of expected amounts. This can be found under the Schedule Agreement area of the club login. A form showing the expected Head Tax for National, Regional and Divisional (not all Divisions have supplied Head Tax information for inclusion in the calculations) can be printed from that site, verified against your calculation and returned with required Head Tax payments. If U.S. Ski & Snowboard s calculation shows a different amount due, the Head Tax Exemption Sheet must be included with payment. 2 18-19
(Copies of Head Tax documents must be saved in OC s file.) Refer to MPF #47 Head Tax Procedures for information regarding calculation of Head Tax. If an OC chooses to use U.S. Ski & Snowboard s online race registration system, the OC needs to login to the Event Administration System using the club login to see Head Tax owed and registration amount collected. Once amount due has been verified and agreement is reached, U.S. Ski & Snowboard will forward the entry fees to the OC. If a Region or Division that requires additional Head Tax has not supplied Head Tax information for inclusion in the calculations, payment of these amounts will be the responsibility of the OC and should be submitted as directed by your appropriate Region/Division. Verify procedure for your Region/Division. J. OTHER TRANSMISSION REQUIREMENTS: 1. Technical Delegate s National Association for nations other than USA, per request 2. Technical Delegate s TD Commissioner for nations other than USA, per request K. ELECTRONIC OR PAPER COPY: Depending on event requirements, electronic or paper copy Event Document Packets containing copies of required race-related documents must be provided for: 1. Organizing Committee 2. Technical Delegate 3. U.S. Ski & Snowboard Region/Division offices; verify requirements for your Region/Division. 4. Additional as required by OC and level of event L. MISCELLANEOUS SUBMITTAL REQUIREMENTS: 1. Official Freeskiing Session If an Organizing Committee stages an Official Freeskiing session, the following documents must be prepared and submitted as part of the first official training day s event packet for which there is a codex: a. Freeskiing Program listing hill inspection times by both Jury and competitors, start time, competitors start intervals, etc. (Program may be prepared on event/club letterhead.) b. Jury Minutes (with record of votes/required signatures of actual/voting Jury members) accepting on-hill competitor security and condition of hill c. Copies of all required injury reports 2. U.S. Ski & Snowboard s Speed Training Documentation Requirements: (Downhill Training) a. Training Result XML file must also be submitted to alpineresults@usskiandsnowboard.org b. Contents of training document packet sent to resultpackets@usskiandsnowboard.org 1) Programs/Team Captains Meeting Minutes (signed by RA) 2) All Jury Minutes (with record of votes/required signatures of actual/voting Jury members) 3) American Specialty Insurance Reports (ASI) for all injuries for all injured participants regardless of national federation affiliation, should be filed online or the form provided in the Master Packet of Forms (MPF) can be completed and sent to Jeff Weinman at Competition Services compservices@usskiandsnowboard.org. Copies of the ASI Report online or MPF form as well as copies of the FIS Notice of Injury (ISS) must be included in the document packet; follow procedures for suspected/reported concussions. Timing & Data Technical Report (TDTR), if completed, remains with the OC. Report of the Technical Delegate is NOT required. 3. Protest Fee(s) retained by the OC as well as monetary sanctions that are collected on-site must be submitted to U.S. Ski & Snowboard s Competition Services. Tendered amount(s) must be identified by event, date, codex and name of applicable party. 4. Technical Delegates Expense Reports for all U.S. Ski & Snowboard-sanctioned FIS events, regardless of nationality of the Technical Delegate, must be emailed to USA FIS TD Commissioner Paul Van Slyke paul@twitchellsportswear.com; he will forward them to FIS in compliance with their request. 5. FIS Additional Report of Technical Delegate, if required, must be submitted to U.S. Ski & Snowboard Competition Services compservices@usskiandsnowboard.org NOTE: All document originals must be placed in a secure location. If a serious accident occurs as outlined in Guidelines for Serious Accidents, immediately contact U.S. Ski & Snowboard Competition Services. Refrain from referring to details if accidents/injuries via email, text or social media. 3 18-19
POST-EVENT CHECKLIST: FIS Events Event schedule change notices sent, received and posted on FIS website; e.g. type of event, date of event All required injury reports (e.g. ASI, ISS, TD Accident Report for serious injuries as outlined in Guidelines ), available for review (FIS events require filing with both agencies.) All Jury Minutes available for review and required signatures All data verified; file of all event-related documents in sequential order prepared for Technical Delegate s review. Following Technical Delegate s approval: Race result XML file transmitted to alpineresults@fisski.ch and alpineresults@usskiandsnowboard.org Results as posted on FIS website, verified for accuracy. If posted results are not accurate, corrections must be made and corrected XML file may be resubmitted one additional time to alpineresults@fisski.ch; correction to U.S. Ski & Snowboard results require contacting Competition Services compservices@usskiandsnowboard.org Timing & Data Technical Report XML file transmitted by Chief of Timing & Calculations to alpineresults@fisski.ch; multiple transmissions possible (paper copy not accepted by FIS); PDF copy supplied for signature by Chief of Timing & Calculations and Technical Delegate Online Report by the Technical Delegate filed in accordance with current requirements; PDF copy supplied for inclusion in Event Document Packet. Filing of TD Report locks event file with FIS Office. In accordance with instructions on previous pages: Scan/PDF/compile required documents into one booklet; use assigned event codex # as booklet title; e.g. USA1234 (FULL) FIS REQUIREMENTS FIS Event Packet Submittal Requirements: If generated, select the following documents and save as PDF booklet using nation + FIS-assigned codex as booklet name and email subject: e.g. USA1234 (FIS) and email to FIS Office alpine@fisski.com. (Copy Tatjana Lüssy luessy@fisski.com for COC and WC events) 1. Supplementary Report of the Technical Delegate (if generated) 2. FIS Notice of Injury (ISS for minor injuries) 3. TD Accident Form (for injuries meeting Guidelines 4. Jury Minutes related to protests and/or sanctions Speed Training (DH) FIS Requirement: 1. Training Result XML file to alpineresults@fisski.ch and alpineresults@usskiandsnowboard.org 2. Daily Event Document packet containing: a. American Specialty Insurance Report (ASI for all injuries, regardless of nationality) b. FIS Notice of Injury (ISS for all injuries) c. TD Accident Form (for injuries meeting Guidelines ) d. Jury Minutes related to protests and/or sanctions FIS Technical Delegate provided with electronic or paper copy of all event-related documents in sequential order Additional Submittal Requirements: Protest fee(s) retained by the OC and on-site monetary sanctions - identified by event, date, codex and applicable party - tendered to U.S. Ski & Snowboard Competition Services Technical Delegate s Expense Report submitted to OC and sent to paul@twitchellsportswear.com 4 18-19
FIS Additional Report of Technical Delegate, if required, sent to compservices@usskiandsnowboard.org. (This document is used only to request re-homologation.) U.S. SKI & SNOWBOARD FIS EVENT DOCUMENT PACKET REQUIREMENTS U.S. Ski & Snowboard s Copy of Event Packet: Select following documents, save as PDF booklet using transmittal number assigned by U.S. Ski & Snowboard as booklet name and email subject: e.g. F1234 and email to resultpackets@usskiandsnowboard.org 1. Report(s) of the Technical Delegate copy of online report 2. Timing & Data Technical Report (TDTR) PDF copy of online report (include copies of all required EET s) 3. Program and Team Captains Meeting Minutes signed by the Race Administrator 4. Minutes of Jury Decisions (Without Protest); with records of votes/signatures of actual Jury members. NOTE: Start & Finish Referees are listed as Jury members only for World Championships and Olympic Winter Games; they do not vote in other levels of competition! 5. Protests attached to Minutes of Jury Decisions (Protests); with records of votes/signatures of actual Jury members 6. Copies of all Injury Report Forms 7. Volunteer Competition Worker Registration forms 8. FIS Athlete Declarations for Forerunners who are not FIS inscribed. Speed Training (SG & DH) U.S. Ski & Snowboard Event Packet Requirement: 1. Training Result XML file sent to alpineresults@fisski.ch and alpineresults@usskiandsnowboard.org 2. Daily Event Document packet sent to resultpackets@usskiandsnowboard.org containing: a. Program/Team Captains Meeting Minutes b. All Jury Minutes c. Injury Reports (ASI and ISS), if required Head Tax data/amounts due verified and accepted or request for Head Tax check filed with OC 5 18-19